The modern, digital workforce: Where a diverse array of employees, expectations, content, and goals collide in a space that’s more vulnerable than ever before. Centralized collaboration hubs – your company intranet – can help orchestrate digital workplace complexity around a single axis point. But how can you create an environment that mitigates risk while also fostering employee engagement?
It begins and ends with your content management strategy.
In mid-November, I hosted a webinar with Metalogix that discussed how to synchronize user experience, information governance, and security requirements within collaboration platforms and ECM systems like SharePoint and Office 365. This webinar, Designing an Effective Information Governance Strategy Against a Growing Risk Landscape, shared best practices in developing an effective information governance strategy.
Here are five key takeaways from the webinar:
1) Understanding the types of risks facing your sensitive content.
In order to manage the risks (both internal and external) facing your organization’s content, it’s important to understand how much sensitive content resides within your SharePoint environment. Performing an assessment or audit is essential to get a big picture view of your content, which demands both inter-team cooperation and proper tools.
2) Develop a SharePoint governance plan.
SharePoint, like other enterprise applications, requires governance and should fit into your organization’s overall governance strategy. SharePoint governance provides policies, processes, and technology guidelines to address your organization’s challenges and risks. At Catapult, we look at SharePoint governance as three distinct, but interrelated aspects:
- IT Governance – Controlling SharePoint services
- Application Management – Managing SharePoint apps
- Information Management – Managing SharePoint content to ensure it complies with rules and regulations (both internal and external).
Each of these components come together to cover the full spectrum of threats and opportunity related to SharePoint governance. In addition, it’s important to remember:
- Effective SharePoint governance isn’t a onetime activity; it’s a process that requires focus, feedback, and most importantly, routine human intervention.
Developing and maintaining a governance plan can be daunting – especially when the responsibility to do so falls on employees as an ad-hoc duty. This is why many companies find the guidance they need by partnering with an experienced and trusted advisor. At Catapult, we approach governance on these premises:
- Plan – Identify the vision, objectives, roles and responsibilities
- Build – Develop policies and procedures based on a governance plan
- Learn – Pilot governance, educate users, and measure and adjust user adoption
3) Review your current SharePoint security processes.
Take a look at what you’re doing to secure and monitor your SharePoint. Does it extend beyond selectively granting user permission? If not, you may want re-evaluate. Chances are, your SharePoint security has deviated from its ideal benchmark. Maintaining a high level of security requires proper tools and, of course, a governance plan. In my experience working with many clients, following the path of least resistance when it comes to security often creates a ‘shadow IT’ that fails to properly secure sensitive content.
4) Choose and implement a SharePoint security solution.
Selecting the right security solution(s) to enforce your governance plan is crucial. Create a checklist of the important features to ensure they will meet your needs and think about the following requirements:
- Support compliance requirements specific to your organization and/or industry
- Ease of deployment and management
- Performance on your SharePoint and network
- Flexible configuration options for enforcement based on your governance plan
- User experience
5) Validate and test your security solution against your governance plan.
Once you have identified your governance plan and security solution, the last step is to validate and test your SharePoint, then validate and test again. Establish a regular rhythm to follow in reviewing changes to your governance plan, and adjust your security solutions accordingly.